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S-1398 - 03/25/2014 - LIBRARY - Ordinances Supporting Documents ITEM 6.17.3) PGE Of 0qIr4� v 0 0 p to G O v �F CO U NTI,`� AGENDA ITEM Regular Board of Trustees Meeting of March 25, 2014 SUBJECT: Exhibits and Displays Policy FROM: Sue Madorin, Library Director, and the Library Commission BUDGET SOURCE/BUDGET IMPACT: None RECOMMENDED MOTION: I move for passage of Ordianance 2014-LY-EX1-S-1398, an Ordianance which approves the Exhibits and Displays Policy for the Oak Brook Public Library Background/History: The revised Exhibits and Displays Policy was approved by the Library Commission and recommended for approval by the Village Board at the Library Commission meeting held on March 18, 2012. State law and Illinois Library System membership standards recommend that public library policies be reviewed periodically. Through the review process,the Commission determined to simplify the policy making it more readable and usable without duplications of information. A new review process was added. Recommendation: The Oak Brook Public Library Commission and Library Director recommend this ordinance be adopted. ORDINANCE 2014-LY-EX1-S-1398 AN ORDINANCE ADOPTING A REVISION TO THE EXHIBITS AND DISPLAYS POLICY FOR THE OAK BROOK PUBLIC LIBRARY WHEREAS, the Village of Oak Brook Public Library contains certain exhibit and display areas; and WHEREAS, the President and Board of Trustees passed Ordinance 2002-LY-EX1-S-1024, "An Ordinance Adopting the Library Exhibits and Displays Policy", on September 24, 2002, which same was last amended with the passage of Ordinance 2010-LY-EX1-S-1277 on January 26, 2010; and WHEREAS, the Director of the Library and the Library Commission have reviewed the attached "Exhibits and Displays Policy" (Policy), which governs exhibits and displays in the library; and WHEREAS, the Library Commission has approved the attached Policy and recommended that it be revised to clarify and simplify the language of the policy and to set forth new conditions for the review of the Policy; and WHEREAS, it is in the best interests of the Village of Oak Brook that the attached Policy be revised and adopted. NOW, THEREFORE, BE IT ORDAINED BY THE VILLAGE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows: Section 1: The revision of the Policy, a copy of which is attached hereto as Exhibit A and incorporated herein is hereby approved and adopted in its entirety. Section 2: The Village Clerk is hereby authorized and directed to publish this ordinance in pamphlet form in the manner provided by law. Section 3: All ordinances or parts of ordinances in conflict with this ordinance are hereby repealed to the extent of the conflict. Section 4: This ordinance shall be in full force and effect from and after its passage, approval and publication as required by law. Section 5: The attached revision of the Policy supersedes the Exhibits and Displays Policy adopted by this Board on January 26, 2010. APPROVED THIS 25th day of March, 2014. Gopal G. Lalmalani Village President Ordinance 2014-LY-EXI-S-1 398 Library Exhibits and Displays Policy Page 2 of 2 PASSED THIS 25th day of March, 2014. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk EXHIBIT A ORDINANCE 2014-LY-EX-S-1398 THE OAK BROOK PUBLIC LIBRARY EXHIBITS AND DISPLAYS POLICY I. Purpose The Oak Brook Public Library provides space for local not-for-profit organizations to reach library patrons with information on local events and space for individuals to display exhibits of art works, handicrafts or collections. This policy sets the conditions under which individuals and organizations may use such space. Ill. Display Case and Wall Exhibits A. The Library has two glass display cases in the Library Lobby available plus wall space in the Library collections areas. B. All displays are scheduled by Library staff and subject to approval by the Library Administration. C. Art work to be displayed must be framed, mounted or otherwise prepared for hanging on available hooks. No modification of the Library building will be permitted for the installation of an exhibit. D. Prices of artwork may not be displayed in an exhibit. The artist may attach his/her name and contact information. Any and all sales must be handled by the artist. Library staff will not assist in any way. E. No exhibitor may solicit donations. F. The Library takes reasonable precautions to protect displays and exhibits. In the case of theft or damage, the Library may compensate the owners for stolen or damaged display materials and then only if such material is specifically identified on the Exhibit Application and Inventory Form, including the dollar value per item, and only to the extent that the Village of Oak Brook's insurance coverage will pay for the loss. G. The Library Director has the right to refuse any display or exhibit. III. Exhibitor's Responsibilities A. An individual or organization requesting the use of display space must complete an Exhibit Application and Inventory Form. B. The Library is not responsible for insuring any exhibited item or for damage to or lessening of value of the item while in the Library or during transit. The Library will not exhibit individual items that exceed $2,000 in value. The appraisal of value and maintenance of adequate insurance of displayed items is the sole responsibility of the exhibitor. C. Exhibitors must remove their exhibit or display as scheduled. Exhibits and displays not removed as scheduled will be removed by Library staff.The Library will not be responsible for the storage or condition of any exhibit or display left beyond the scheduled end date. IV. Community Information Bulletin Board A. The community information bulletin board is located near the entrance to the Friends Meeting Room. All material posted must be pre-approved by the Library Administrative staff. B. Local cultural, not-for-profit or government organizations may submit materials for display. C. Material must be non-partisan and non-sectarian in nature. D. The duration of any posting depends on space demands. E. Display of information on the Community Information Board does not imply Library sponsorship or endorsement. Any posting implying such sponsorship or support will not be displayed. F. Material displayed on the community information board will be discarded at removal. No attempt will be made to return any community information board materials. EXHIBIT A V. Review of Policy This policy shall be reviewed, reaffirmed or revised periodically by the Library staff and the Library Commission. This policy and all subsequent revisions are subject to approval by the Village of Oak Brook and the Board of Trustees.